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Finance and Administrative Officer - City, London, United Kingdom, EC1A2


Finance and Administrative Officer

Hours: Full Time Permanent - 35 hours, 5 days per week
Salary: £35,000 per annum
Location: SE1 - London

Our Client:

Our client is one of the largest membership organisations in the UK and are looking for an experienced Finance and Administrative Officer to join their friendly team!

The main purpose of this role will be to manage the office, the memberships and the book keeping of the organisation. Due to this we will require someone who has a part or fully qualified accounting qualification or three or more years experience producing management accounts.

Key Duties and Responsibilities:

Office Management

  • Manage the office and line manage administrators, proactively planning and scheduling work as required
  • Provide administrative support to the CEO
  • Liaise with external agencies as required regarding tax, accounts, auditors and Companies House and liaise with accrediting bodies
  • Manage agreed processes set up to ensure management accounts and interim figures are produced in a timely fashion to deadlines
  • Identify needs and developing new or existing policies and procedures
  • Monitor the Health and Safety within the Company by recording accidents in the accident book and liaising with external agencies when required
  • Deal with IT related matters liaising with external agencies when required
  • Liaise with HR services in relation to new regulations and legislation and implement identified actions
  • Manage any projects and matters which may reasonably be expected within this senior role

Membership Management

  • Oversee the annual update of online renewal forms and distribute timely notices in preparation for Membership Renewal
  • Liaise with the Ethics and Professional Standards Committee to ensure appropriate amendments are made to the CPD Form and guidelines are provided to members at renewal
  • Produce and distribute reports of potential subscribers to relevant organisations.
  • Print and issue membership cards
  • Send lapsed member protocol and questionnaire to those who are lapsed and arrange interviews with Board and Ethics committee
  • Update membership level changes
  • Check and update anomalies removing any trainees from the website database
  • Create and distribute regular lists of retiring members and send to the retirement committee
  • Processes lapsed member applications, including renewal fees, external subscriptions, receipts and membership cards
  • Provide statistics and reports as requested

Book Keeping

  • Responsible for maintaining the accounting function of the Company using XERO accounting software
  • Maintain and amend where necessary, financial procedures to ensure accurate capture of financial information
  • In conjunction with the payroll manager and outsourced payroll provider, run the monthly payroll
  • Data entry and report production for monthly and annual management accounts
  • Invoicing (professional and trainee membership, subscription and events)
  • Provide financial reports on a regular basis, both verbally and in writing, including project budgets and cash flow projections
  • Support managers within the organisation of their revenue and expenses linked to the monthly budget
  • Manage purchasing ensuring regular review of suppliers and cost-effective purchasing
  • Ensure the annual fees are collected efficiently and on time
  • Prepare accounting records for set periods
  • Conduct regular bank reconciliation on the bank accounts

Knowledge, Skills and Abilities:

  • 3 or more years office experience
  • Part or fully qualified accounting qualification or 3 or more years experience producing management accounts
  • Excellent written and verbal communication skills
  • Excellent IT skills, particularly with MS outlook and Excel (macros / pivot tables)
  • Efficient and accurate data entry skills
  • Experience using XERO

Person Specification:

  • Experience managing / supervising a team
  • Be commercially aware and customer focused
  • Be able and willing to work flexibly as part of a small team and at times without supervision
  • Be able to prioritise
  • Have a good eye for detail
  • Have a positive personality and enthusiastic energy